Quote

Use Quote to record a formal offers or proposals of specific quantities of products and services, at specific prices to customers for approval. Approved quotes can be converted to invoices.

To enter a quote, complete the following steps:

  1. Access the Quotes application from the Sales menu and click on New in the Quotes List screen to enter a new transaction.

  2. Select the Customer for whom you are preparing a sales quote and press Tab. As you enter a Customer in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of customers. Scroll down the list until you find the desired customer and click to retrieve it for the quote. NOTE: If the customer you wish to quote has not been setup in the system, you can enter the customer by clicking on the field caption to open a customer entry form.

  3. After you select a Customer, the Salesperson/owner, Class, Terms, Sales Tax Group, Payment Method, Print Format and Shipping Method fields will default from the Customer's setup defaults. The Billing Address will default to the Customer's Bill To Address, the Shipping Address will default to the Customer's Primary Address, and the Date will default to the current business date. Upon Save, the Due Date will be calculated using the Quote Date and the Terms.

  4. The Account will default to the Company Setup Accounts Receivable Account. You may change this account. As you enter an Account in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of Accounts. Scroll down the list until you find the desired Account and click to retrieve it for the quote.

  5. If applicable, select a contact related to the customer. As you enter a Contact in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of contacts. Scroll down the list until you find the desired contact and click to retrieve it for the quote. NOTE: If the contact you wish to assign to the quote has not been setup in the system, you can enter the contact by clicking on the field caption to open a contact entry form.

  6. Optionally, you may select a Customer Message to appear on the printed quote in the Billing Tab, Message drop down field.

  7. By default, Active will be checked. If you uncheck the Active field, the quote may not be used to generate an invoice or sales order.

  8. Optionally, you may select a Sales type or enter a Reference Number or descriptive text in the Description field.

  9. The Quote ID will automatically be assigned at Save or you may key in an Invoice ID.

  10. Fill in the quote detail lines. You must select an Item, and enter a Quantity. The detail Account, Cost and Price will default from the Item. The Amount will be calculated as Quantity * Price. The Taxable checkbox will default to checked if the Item you selected is setup as Taxable in Items. You may select a Class or enter descriptive text in the Memo field for each transaction. Enter as many transactions lines as you need.

  11. Click on Save to save the Quote. Upon Save, the Total Tax and Total Amount of the transactions lines and the Total Amount Due (sum of the Total Tax and Total Amount ) of the quote will be calculated and displayed.

To create an invoice or sales order from an existing quote, complete the following steps:

  1. Access the Quotes application from the Sales menu and click on Edit for the quote in the Quotes List screen from which you wish to generate an invoice or sales order.

  2. Click on the Create button in the Quotes edit window and select the desired sales document type (Invoice or Sales Order).

  3. You will be prompted to confirm the generation of the document. Click on 'OK' to complete the generation of the invoice or sales order. The transaction lines on the quote will appear with the Closed field checked, indicating that the lines have been fully invoiced and the quote can no longer be changed.

To send an quote via email to a customer, complete the following steps:

  1. Access the Quotes application from the Sales menu and click on Edit for the quote in the Quotes List screen that you wish to send.

  2. Click on the Send button in the Quotes edit window.

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